District Health Society (Or Civil Surgeon)

District Health Society (Or Civil Surgeon)

District ______[write complete address]

TENDER DOCUMENT

FOR

ANNUAL CONTRACT FOR SECURITY SERVICES AT GOVT. HOSPITALS OF MADHYA PRADESH

Tender No: ______Dated ______

DURATION OF SALE OF TENDER DOCUMENT: ______

PRE- BID MEETING: ______

BID SUBMSSION: ______upto ____ hrs.

BID OPENING: ______on ____ hrs.

TENDER DOCUMENT FEE (Non-refundable): Rs. 500/-

TENDER NOTICE

FOR

ANNUAL CONTRACT FOR SECURITY SERVICES AT GOVT. HOSPITALS OF MADHYA PRADESH

Tender No: ______Dated ______

i)Sealed tenders are invited from the eligible tenderers to provide Security services, as given in Scope of Work (Annexure-A), for 12 months as per terms & conditions of the tender document.

Name of Work / Earnest Money Deposit / Last Date and Time for Receiving Tenders / Date of Tender Opening
Security Services to be provided to the following Health Facilities: / Rs. ______/ ______up to ___ Hrs. / ______at ___ Hrs.

ii)A set of tender document can be obtained from the Office of the Member Secretary cum Chief Medical and Health Officer (change if not appropriate), ______[write complete address] on any working day from ______to ______between _____ to ____ at a cost of Rs. _____/- (Rupees______Only) payable by non-refundable cash / demand draft from any scheduled bank drawn in favour of ______payable at ______.

iii)A Pre Bid meeting shall be held in the office of ______[write address of venue] to clarify any queries of the Tenderer on ______at _____ hours.

iv)Details of the Tender Document can be seen at website The Tender document can also be downloaded from this website. In such case, the Tenderers must enclose cost of bid document mentioned above in form of Demand draft along with its Technical Bid. Tenders found without tender fee shall be rejected.

v)The Member Secretary, cum Chief Medical and Health Officer(change if not appropriate), ______reserves the right to accept or reject the tender without assigning any reason thereof.

[Name of Tender Inviting Authority]

TENDER DOCUMENT

FOR

ANNUAL CONTRACT FOR SECURITY SERVICES AT GOVT. HOSPITALS OF MADHYA PRADESH

Tender No: ______Dated ______

CONTENTS

S. No. / PARTICULARS / PAGE NOS.
1 / Section-I: General Instructions to Tenderers / 4 to 9
2 / Section-II: General Conditions of Contract / 10 to 15
3 / Annexure-A : Scope of Services / 20 to 24
4 / Annexure-B : Resource requirement / 25 to 26
5 / Annexure-C : Technical tender form / 27
6 / Annexure-D - Part-(i to iii): Format of Declaration, Details of staff and Performance statement, / 26
7 / Annexure-E : Financial bid / 27 to 28
8 / Annexure-F : Format of Bank Guarantee for EMD / 29
9 / Annexure-G : Proforma of Performance Bank Guarantee / 30
10 / Annexure-H: Format of Contract Agreement / 31 to 32

Section – I

General Instructions to Tenderers

1. Definitions and Abbreviations:

1.1 The following definitions and abbreviations, which have been used in these documents, shall have the meanings as indicated below:

1.2.Definitions:

(i)“Health Facility (ies)” means the Public Health Facility of the Govt. of Madhya Pradesh where theSecurity services are required to be performed as specified in the Contract.

(ii)“Contract” means the written agreement entered into between the Tender Inviting Authority and the Contractor, together with all the documents mentioned therein and including all attachments, annexure etc. therein.

(iii)“Contractor” means the successful tenderer selected for execution of contract for Security services.

(iv)“Day” means calendar day.

(v)“Earnest Money Deposit” (EMD) means Bid Security/ monetary or financial guarantee to be furnished by a tenderer along with its tender.

(vi)“Services” means the scope of work together with articles, material, consumables, instruments, machinery, equipment etc. which the contractor is required to deliver at the Health Facility (ies) under the contract.

(vii)“Tender Inviting Authority” OR “Client” or “Tender Acceptance Authority” or “Contracting Authority” means the Member Secretary of District Health Society or Civil Surgeon, In-charge of District Hospital (whoever is inviting the tender), under aegis of Government of Madhya Pradesh in their respective jurisdictions.

(viii)“Chairperson” is the District Collector cum chairperson of the District Health Society in respective jurisdiction.

(ix)“Nodal Officer” is the designated officer of the Government Health Facility nominated by the Tender Inviting Authority who supervises the work performed by the Contractor.

(x)“Performance Security” means monetary or financial guarantee to be furnished by the successful tenderer for due performance of the contract placed on it. Performance Security is also known as Security Deposit.

(xi)“Tender” means Bids / Quotation / Tender received from a Firm / Tenderer / Bidder.

(xii)“Tenderer” means Proprietorship / Partnership / Pvt. Limited / Limited company, Societies/ Trust registered in India

1.3 Abbreviations:

(i)“BG” means Bank Guarantee

(ii)“CST” means Central Sales Tax

(iii)“DDP” means Delivery Duty Paid named place of destination (consignee site)

(iv)“GCC” means General Conditions of Contract

(v)“GIT” means General Instructions to Tenderers

(vi)“NIT” means Notice Inviting Tenders.

(vii)“TE Document” means Tender Enquiry Document

(viii)“VAT” means Value Added Tax

(ix)DoPH& FW means Department of Health & Family Welfare, Govt. of MP

(x)BMW means Bio-Medical Waste

(xi)TIA means Tender Inviting Authority

1. Scope of Services: The Scope of Services are given in Annexure-A.

1. Site Visit: Eligible firms are advised to visit the Hospitals site(s) to get the onsite assessment of the work on any working day between 10:00 AM to 5:00 PM by taking permission from Member Secretary, District Health Society, ______.

1. Pre-bid Meeting and Clarifications:

(a)A pre-bid meeting shall be held in the office of the Tender Inviting Authority, ______to clarify any query of Tenderers regarding terms and conditions and scope of work. The Time, date and venue is mentioned in Section - I above. Attending pre-bid meeting is not mandatory.

(b)Prospective tenderers may also send their queries, if any, latest by 10 days prior to due date for submission of Tender. The Tender Inviting Authority, ______shall issue necessary clarifications and amendment, if any, to the tender documents. Such clarifications / amendments shall be uploaded on the website

1. Eligibility Criteria

(a) Tenderers should be registered agencies registered under Indian Registration Act 1908 / Indian Partnership Act 1932/ Companies Act 1956, providing similar kind of services for three years during the latest last five financial years (i.e. providing security services through Ex-servicemen/ Civil Guards) in Large Educational/ Research Institutions, Universities run by Central Government/ State Government Departments, Public or Private Sector Companies/ Undertakings, Autonomous Bodies.

(b)The bidder must have a valid (as on bid submission date) license for security services of the private security agencies (Regulation) Act, 2005 and as amended/revised by MP State Government Security Agency Regulation.

(c)The Tenderer must have achieved minimum average annual turnover of Rs. 50 lakh during latest three completed financial years and should be profit making.

(d)The Tenderer should be registered for Income tax, Service tax and EPF

(e)The Tenderer should be registered under Contract Labour (Regulation and Abolition) Act, 1970 and should be valid at the time of bid submission date.

(f)The Tenderer should not be debarred either by the Tender Inviting Authority or by any State Government or by Government of India.

1. Qualification Criteria

(a)The Tenderer should have minimum three years’ experience in doing similar nature of work and have successfully completed the same. In support of this, tenderer should submit the copy of such work orders along with satisfactory completion certificates issued from at least three clients.

(b)The Tenderer should meet any one of the three criteria as under:

1. Should have successfully completed ONE similar work of value equal to Rs.25 Lakh or more from any reputed large Hospital/Educational/ Research Institutions, Universities/hospitals run by Central Government/ State Government Departments, Public or Private Sector Companies/ Undertakings, Autonomous Bodies in last three years.

OR

1. Should have successfully completed TWO similar works of value equal to Rs.15 Lakheach or more each from any reputed large Hospital/Educational/ Research Institutions, Universities/hospitals run by Central Government/ State Government Departments, Public or Private Sector Companies/ Undertakings, Autonomous Bodies in last three years.

OR

1. Should have successfully completed THREE similar work of value equal to Rs. 10 Lakh each or more from any reputed large Hospital/Educational/ Research Institutions, Universities/hospitals run by Central Government/ State Government Departments, Public or Private Sector Companies/ Undertakings, Autonomous Bodies in last three years.

(c)The Tenderer should have sufficient employees on its rolls specifically trained for Security work. Full list of the employees, viz., name, age, employee code, designation, experience in the field of Security, PF, ESI deduction and details etc. should be attached with the Technical Bid. Tenderer should also submit details of the health and safety measures which the tenderer has taken for his workers. The Tenderer should submit proof of ESI and EPF deduction & deposit to relevant authorities during last three financial years.

1. Documents required in support of eligibility and Qualification:

The Tenderer should submit the following documents along with Technical Bid:

(a)The copy of Firm’s Registration / Incorporation Certificate with relevant authority in India.

(b)Self-attested copy of valid license for security services of the private security agencies (Regulation) Act, 2005.

(c)Self-attested copy of valid registration certificate under Contract Labour (Regulation and Abolition) Act, 1970.

(d)Statement of average annual turnover of latest last three years, in support of eligibility criteria mentioned above, from a registered practicing Chartered Accountant.

(e)Audited Balance Sheet along with Profit & Loss Statement of latest three financial years.

(f)EMD of required amount as per ITB Clause 10.

(g)Sales Tax and Income Tax clearance certificate of last financial year.

(h)Self-attested copy of Service tax registration certificate, Employee Provident Fund (EPF) and PAN card.

(i)Self-attested copy of Registration certificate under Contract Labour (R & A) Act 1970.

(j)Self-attested copies of work Orders and Client’s Satisfactory Certificates in support of qualification criteria given in Para 6 above.

(k)Declaration for not having been blacklisted by any Tender Inviting Authority or by any State Government or by Government of India.

1. Sale of Tender Document:

(a)The complete set of tender documents may be purchased within the prescribed time by interested Tenderers on the submission of a written application to the Tender Inviting Authority and upon payment of a nonrefundable fee of Rs.500 (Rupees fivehundred only) in the form of Demand Draft drawn in favor of Tender Inviting Authority payable at ______.

(b)The Tender document can also be downloaded from the website In such case, the Tenderers must enclose cost of bid document mentioned above in form of Demand draft along with its Technical Bid. Tenders found without tender fee shall be rejected

1. Tender Validity:

(a)The Tender will be valid for a period of 180 days after the due date of submission of Tenders. A Tender valid for a shorter period shall be rejected by the Tender Inviting Authority as nonresponsive

(b)In exceptional circumstances, prior to the expiration of the Tender validity, the Tender Inviting Authority may request the Tenderers to extend the Tender validity for further period as deemed fit. The request and the responses thereto shall be made in writing. A Tenderer may refuse the request without forfeiting its EMD. A Tenderer, agreeing to the request will not be required or permitted to modify its Tender.

1. Bid Security / Earnest Money Deposit (EMD):

(a)The Tenderer is required to submit Earnest Money Deposit (EMD) of Rs.50,000/-. The EMD should be in the form of Demand Draft/Bank Guaranteeissued from any scheduled Bank drawn in favour of ______payable at ______.BG should be valid for at least 180 days beyond the date of tender submission date. Format of BG is at Annexure-F.

(b)The Tenders found without EMD as above, shall be summarily rejected.

(c)The earnest money shall be refunded to the unsuccessful tenderer after finalization of the contract. It shall be refunded to the successful tenderer on receipt of the performance security deposit.

(d)No interest shall be paid on the EMD.

1. Bid Price:

(a)The tender prices should be in Indian Rupee.

(b)The tenderer shall quote for all work i.e. mentioned in Scope of Work, failing which the bid shall be considered non responsive.

(c)Tenderers should submit all the details of bid prices as per format given in Annexure-E.

(d)The remuneration for Security staff (skilled / semi-skilled / non-skilled) should not be less than prevailing labour rates as notified by respective district collectorate in the state of Madhya Pradesh at the time of bid submission. The bids found quoting less than the said rates shall be rejected summarily.

(e)At any point of time, during currency of contract, the remuneration paid to the Security staff shall not be less than the statutory notified labour rates. If it becomes so due to revision in rates as notified by the District Collectorate, the contract amount shall be revised to the extent of increase in labour rates by the Contracting Authority.

1. Preparation and Submission of Tender:

(a)Tenders are to be submitted as per two bid system i.e.- Technical Bid and Financial Bid.

(b)The Tender should be typewritten and every correction and interlineations in the bid should be attested with full signature by the tenderer, failing which the bid will be treated as ineligible. Corrections done with correction fluid should also be duly attested.

(c)All documents/papers should be numbered, signed and sealed by the Tenderer on each page.

(d)Technical Bid should contain all the documents required in Para 5, 6 & 7 above and EMD as per Para10 above. Technical Bid should also contain Tender Form as per Annexure- C, Declaration Form (Annexure- D), Manpower Details, Performance Statement, Details of Staff available with the Agency.

(e)Financial Bid should only contain the Price Schedule duly filled as per format given in Annexure-E . No overwriting, corrections, interlineations etc. are permitted in the Financial Bid. If found, bid shall liable to be rejected.

(f)The rates should be quoted for the services to be provided as per instructions given in the tender document.

(g)Both the bids (Technical and Financial)separately sealed in envelopes super-scribing as Technical Bid and Financial Bid, respectively.Both the sealed envelopes should be put in a third sealed envelope and should be super scribed as '' Tender for Security Services at ______.

(h)Sealed Tenders should be addressed and submitted to ______.

(i)Tender submitted or received after the closing date and time will not be considered and shall be returned to the Tenderer unopened.

1. Opening of Tenders:

a)The Tenders shall be opened at the scheduled date, time and venue by the committee constituted by the Tender Inviting Authority. The Tenderers’ representative may attend the Tender opening.

b)During the tender opening as above, the envelopes containing Technical Tender shall be opened. The envelopes containing Price Tender shall be signed by all committee members and kept unopened for opening at later date.

c)The date and time of opening of Price Tenders shall be informed to all such Tenderers who qualify in technical evaluation. The tenderer’s representative may choose to attend the opening of Price Tender.

d)In the event, the date of opening as above is declared Govt. Holiday, the tenders shall be opened at the same time on the next working day.

1. Evaluation of Tenders:

(a)The committee constituted by the Tender Inviting Authority shall evaluate the Technical Bids with reference to technical requirements and various other commercial criteria given in the Tender Document.

(b)The Technically qualified bids shall be further considered for opening and evaluation of financial bids.

(c)The Tenderer quoting the lowest bid amount for the services defined in the Scope of Work shall be considered for award of contract.

(d)In case more than one price bid quoting the same rates are received, the winning bidder shall be selected through lottery.

1. Performance Security Deposit and Award of Contract:

(a)On being informed about the acceptance of the Tender and before signing the agreement, the successful Tenderer shall deposit, within 15 days from the date of acceptance of tender,performance security amount, equal to 10% of contract value, in the form of unconditional irrevocable Bank Guarantee (as per format given in Annexure-G) pledged to Tender Inviting Authority valid for 18 months from the date of signing of the agreement.

(b)The successful Tenderer shall execute an agreement (As per format given in Annexure-H) on a non- judicial stamp paper of value of Rs.100/- (stamp duty to be paid by the tenderer) within 15 days from the date of the intimation from Tender Inviting Authority informing that his tender has been accepted.

(c)If the successful Tenderer fails to execute the agreement and / or to deposit the required security deposit within the specified time or withdraw his tender ,after the intimation of acceptance of his tender has been sent to him or owing to any other reasons, he is unable to undertake the contract, his contract will be cancelled and the EMD deposited by him along with the tender shall stand forfeited by the Tender Inviting Authority.

1. Effectiveness and Duration of Contract

The contract shall come into effect on the date of signing by both the parties. The contract shall be valid for a period of 12 (twelve) months from the date of commencement of services. The contract can be extended for a maximum duration of6 months on the same terms and conditions.

1. Commencement of Services

The Service Provider should commence the security services within 30 days of signing of contract or any other date mutually agreed by both the parties,however the same can be further extended with the mutual consent of both the parties.

Section-II

General Conditions of Contract

1)Contractor shall give preference in selection of security staff who are already working in the health facility/ies (which are entrusted to the contractor) on contract, in case such staff agree to work on the terms & conditions laid down by the Contractor.

2)The security personnel provided shall be the employees of the Contractor and all statutory liabilities will be paid by the contractor such as ESI, PF, Workmen's Compensation Act, etc.The security persons deployed by the contractor should be properly trained, have requisite experience and having the skills for carrying out a wide variety of Securityand firefighting services using appropriate materials and tools/ equipment.